TrackfoldTRACKING OPTIONS / GUIDE
Import tracking options from CSV into Xero
Use a spreadsheet to prepare new option names or rename existing ones across the categories you already have.
Review the current list first
Open your organisation’s tracking settings in Xero and check the category and option names. Check your Xero menu for the current location; this guide does not assume a particular screen layout. Avoid deleting names just because they are old: an option may still be used on transactions.
Use Trackfold
- On Import, Download sample CSV or prepare Category and Option columns.
- Choose a CSV or Excel (.xlsx) file. Only the first worksheet is read.
- Match Category and Option; optionally match NewName and Status. Press Check the file.
- Read the preview and Download errors CSV for refused rows. Fix them through Change file or columns.
- Type IMPORT and the ready count, then Run changes. Download result CSV after completion.
What the job changes
A missing option is created with the NewName value when present, otherwise Option. For existing options, NewName renames and Status changes state. A blank Status preserves existing state; new options default ACTIVE. Duplicate source or target names within a category are refused, including differences in letter case. Categories must already exist and be active. Names cannot be blank or exceed 100 characters.
Category,Option,NewName,Status Region,North,Northern,ACTIVE Region,East,,ACTIVE
Read every result
DONE means the resulting option state was read back. SKIPPED means the original changed or the change was stopped. FAILED means the request was refused. NEEDS_REVIEW means the result could not be established safely; check in Xero before starting another job. Only successfully changed options use your plan allowance.
Undo restores previous Name and Status for 30 days after completion, provided the option still matches the job result. New options are deleted on undo, or archived if they have been used since. Xero only archives options that have been used; a never-used option can only be deleted. Deleted options cannot be restored. Archive options when you want a reversible change.
API evidence and limits
As of 25 Oct 2026, Xero’s official API description documents reading TrackingCategories including archived entries, POST Name/Status updates, option creation through PUT and deletion through DELETE. Tracking Categories documentation gives a 100-character name limit and recommends 100 options per category for performance. The recommendation is not a verified hard cap.
New options are created with a category batch request, and Xero’s refusal of an in-use option is handled as described here; both were checked on Xero’s Demo Company on 29 October 2026. Do not treat automated stand-in results as live verification.
Up to 5,000 data rows per file, 4,000,000 UTF-8 bytes and 2,500 changed options per job. Exceeding a limit causes an explicit error; rows are never silently cut off. Jobs pause for Xero limits and resume when the allowance is available. Disconnecting removes encrypted undo details.
Questions
Can I undo this?
Undo restores previous Name and Status for 30 days after completion, provided the option still matches the job result. New options are deleted on undo, or archived if they have been used since. Xero only archives options that have been used; a never-used option can only be deleted. Deleted options cannot be restored. Archive options when you want a reversible change.
What are the file and job limits?
Up to 5,000 data rows per file, 4,000,000 UTF-8 bytes and 2,500 changed options per job. Exceeding a limit causes an explicit error; rows are never silently cut off.
